Internal Sponsored Coordination Form

When a proposal is submitted for any sponsored activity, the PI must complete an Internal Sponsored Coordination Form. This form authorizes the proposal submission with the signatures of the project’s principal investigator (PI) or project director (PD), co-investigators, the department chair or director, and the appropriate dean. It is a form to collect data for Tufts’ management purposes.

This form, including signatures required, must accompany all applications for sponsored research funding, including competing renewals, resubmission, supplement, and transfer-in applications. This form seeks to facilitate the coordination of proposals to be consistent with Tufts’ academic and research policies and obligations to external sponsors. Please note that when the application is sent to the Office of Research Administration for review and processing, a faxed or scanned copy of the form may be submitted in lieu of the original.

Signatures must be obtained in the order listed on the form. By this acknowledgment, the principal investigator, program director and other program participants, where appropriate, assure:

  1. That the information submitted within the application is true, complete and accurate to the best of the PI’s knowledge,
  2. That any false, fictitious or fraudulent statements or claims may subject the PI to criminal, civil or administrative penalties, and
  3. That the PI agrees to accept responsibility for the scientific conduct of the project and to provide the required progress reports if a grant is awarded as a result of the application.
  4. That the PI and Co-I’s agree that in the event an award is made and they submitted a proposal with multiple budgets, the award will be split into multiple accounts according to the proposed budgets.

The PI certifies that he/she and all key personnel have read the Tufts University Conflict of Interest Policy and attest that they complied with all required disclosures, that they are not presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded from current transactions by a federal department or agency, and that they have not and will not lobby any federal agency on behalf of this award. Additionally, for NIH submissions, the PI certifies that he/she is in compliance with the NIH Public Access Policy. This includes submission to PubMed Central (PMC), upon acceptance for publication, an electronic version of peer-reviewed, original research publications, resulting from research supported in whole or in part with direct costs from NIH.

The form has several purposes:

  • The form documents the approval of proposed cost sharing, including reduced or no F&A rates. Cost sharing must be justified in terms of the value of the proposed activity to the academic mission of the institution and must be approved by the appropriate dean. The financial responsibility for cost sharing rests with each school.
  • The information provided informs the university of any special conditions attached to your project (e.g. human subjects, hazardous materials, or new courses).
  • The PI and investigators provide assurances and certifications that they are in compliance with federal, state and Tufts’ regulations and policies.
  • The form attests to collaborative project planning and good communication within the Tufts community, and assures that the project complies with the procedures required by funding agencies.
  • The form serves as an agreement between the PI and Co-I’s concerning the distribution of funds between multiple accounts at the time an award is made. When the PI and Co-I’s agree to split the accounts at the time of an award, the distribution of funds will be based on the budgets submitted with the proposal. Under the Budget Part II, the form asks:

    “Is this a multi-account proposal? No Yes — Attach supporting budgets for PI and Co-Is. Number of accounts: _________.”The coordination form will show the combined amount that will go to the sponsor. The investigators attach their separate budgets and by signing the form agree, under Part VI, Approvals, last sentence:

    “For multi-account proposals the investigators’ signatures indicate approval of budget distribution and agree to this distribution at time of award.”

  • The approval process ensures that Tufts does not exceed the number of applications Tufts is permitted to submit. Certain specific grant programs limit the number of applications from each institution, such as the PEW Scholars Program in the Biomedical Sciences, the Searle Scholars Program, or the IGERT program from NSF. Prospective applicants should contact the Office of Research Administration as early as possible to be informed of any screening process that may be required.

Internal Sponsored Coordination Form:

Other Proposal Forms and Submission Requirements

Many of the major funding agencies, such as the National Institutes of Health and the National Science Foundation, have specific forms and submission requirements.

NSF proposals may be submitted via FastLane or Grants.gov. The Office of Research Administration recommends FastLane as this is direct to the agency. If you have not used FastLane before, please read the Quick FastLane Tutorial.

When applying to other funding sources, visit their website to find out what forms or guidelines they have for applicants.

Remember, even direct electronic submissions to granting agencies must be processed through the Office of Research Administration.